Employee Handbook
Employee
Handbook
A practical guide to how we work, communicate, make decisions and represent Rico System.
Welcome
to Rico
Rico System is built by people who care about customers, quality and practical solutions.
This handbook provides a common framework for how we work, communicate, make decisions and represent the company. It explains what employees can expect from Rico System and what Rico System expects from every employee.
Our success depends on people who take responsibility, support each other and continuously look for better ways to create value for our customers.
As Rico grows across the Nordic region and into new European markets, it becomes increasingly important that we operate as one company. Our locations and responsibilities may differ, but our standards, values and commitment to quality should always be recognisable.
People matter
We treat colleagues, customers, suppliers and partners with professionalism, fairness and respect.
Quality is personal
Every employee is responsible for the quality of their work, communication and decisions.
We keep improving
We challenge old routines and look for smarter ways to create customer value.
This handbook describes general company policies and working practices. It does not replace mandatory local legislation, collective agreements or the employee’s individual employment agreement. Where mandatory local rules provide different or more favourable terms, those rules apply.
Built on
experience
From Norwegian craftsmanship to a growing European vehicle-storage company.
Rico System has developed through practical experience, close customer relationships and a clear understanding of how professionals use their vehicles every day. Our history gives us a strong foundation, but our focus remains firmly on the future.
Rico System was founded in Norway with a practical ambition: to create durable and functional storage solutions for professional users.
Our products have evolved because the work performed inside commercial vehicles has evolved.
Rico has always worked close to customers, installers, vehicle dealers and fleet operators. Their experience has helped shape our products, our methods and our understanding of what a well-organised working vehicle should provide.
Today, Rico develops modular vehicle-storage solutions, including shelving systems and double-floor drawer solutions, designed to improve accessibility, safety and efficient use of the vehicle’s available space.
Practical beginnings
Rico was established around a practical understanding of storage, durability and the needs of professional users.
Specialist expertise
Years of installation and customer experience developed deep specialist knowledge of commercial-vehicle interiors.
Nordic growth
Rico strengthened its position through dependable products, close partnerships and a growing presence across the Nordic region.
European ambition
We are now combining our history with digital tools, scalable production and new partnerships to build Rico’s next chapter in Europe.
We respect the knowledge and experience that built Rico, while remaining willing to improve products, challenge routines and adopt better ways of working.
Vision,
mission & values
Our direction should be easy to understand and visible in the decisions we make every day.
Our vision describes where we want to go. Our mission explains why we exist. Our values describe how we should behave while building the future of Rico System.
To shape the future of professional vehicle storage.
We aim to become a leading European provider of smart, safe and efficient storage solutions for commercial vehicles.
Make working vehicles work better.
We create practical solutions that help professionals save time, improve accessibility, use available space efficiently and work more safely.
The standards behind our decisions
Values only matter when they influence behaviour. They should be reflected in how we communicate, solve problems and take responsibility.
Responsible
We do what we say, take ownership of our work, report problems and consider the consequences of our decisions.
Practical
We focus on useful solutions that work in real customer environments and solve genuine problems.
Quality-driven
We care about details, communicate clearly and aim to deliver work we can be proud of.
Forward-looking
We combine experience with curiosity, technology and a willingness to improve established routines.
What this means in everyday work
Follow tasks through, communicate delays and ask for support before a problem grows.
Consider how decisions affect quality, delivery, usability and the customer relationship.
Help colleagues succeed and make relevant information available to the people who need it.
Suggest better methods, use technology responsibly and challenge unnecessary complexity.
Job title, location or seniority does not change the standards expected at Rico System. Leaders have a particular responsibility to demonstrate these values through their own behaviour.
Clear
expectations
Good cooperation depends on clear expectations regarding working hours, attendance, flexibility and communication.
Employees are expected to organise their work responsibly, remain available during agreed working hours and communicate early when illness, delays or other circumstances affect their ability to work.
Employees are expected to be ready to begin work at 08:00 and remain available until the end of the working day. Alternative working arrangements must be agreed with the employee’s manager.
Employees should be prepared to begin work when the working day starts.
Colleagues and customers must be able to reach employees during agreed working hours.
Delays, absence or changes that affect work must be communicated as soon as possible.
Remote work
Working from home is not a general right and must be agreed with the employee’s manager.
The request should explain the reason, date and expected duration of the remote-working arrangement.
The manager decides whether remote work is appropriate based on operational needs, meetings, customers and the employee’s responsibilities.
Availability, confidentiality, productivity and information security requirements are the same as when working from a Rico workplace.
Annual holiday
Rico System provides five weeks of annual holiday, subject to applicable local legislation and the individual employment agreement.
Holiday must be requested and agreed with the employee’s manager before travel or other binding arrangements are made.
Holiday requests should be submitted early enough to allow the company to maintain appropriate staffing and customer service.
As a general Rico planning principle, employees should normally take three consecutive weeks during July unless another period is agreed with their manager.
Sick leave
Employees who are unable to attend work due to illness must notify their immediate manager as soon as possible.
Notification must be given no later than 09:00 on the first day of absence.
If absence continues or the expected return date changes, the employee must provide an updated status.
Self-certified sick leave documentation must be submitted to the employee’s manager in accordance with the company’s procedure.
Lunch and attendance
The normal daily lunch break is 30 minutes.
The lunch break is not included in working hours.
Employees are expected to arrive and return from breaks on time and to respect agreed meetings and appointments.
Delays that affect attendance, meetings or customer commitments must be communicated promptly.
Reviewed once per year
Salaries will normally be reviewed annually. Any approved adjustment will normally take effect from 1 August.
The review may consider wage and cost developments, responsibilities, performance, market conditions and Rico System’s financial position. The company may reduce, postpone or refrain from adjustment where business conditions require it.
Working hours, holiday, sick leave and salary arrangements are also subject to applicable local legislation, collective agreements and the employee’s individual employment agreement. Mandatory local rules take precedence where applicable.
How we
represent Rico
Every employee represents Rico through their behaviour, communication and decisions.
Professional conduct is not limited to formal meetings. It applies to everyday conversations, email, Teams, customer visits, social media, company events and all other situations where an employee may be associated with Rico System.
Respect
Colleagues, customers, suppliers and partners must be treated with professionalism, fairness and dignity, regardless of role, background, age, gender, nationality or personal circumstances.
Integrity
Employees must act honestly, provide accurate information and avoid misleading colleagues, customers or business partners. Mistakes should be reported and corrected rather than concealed.
Customer focus
Customer dialogue must be clear, professional and accurate. Employees must not promise prices, delivery dates, technical solutions or commercial terms they are not authorised to approve.
Ownership
Employees should follow matters through, communicate progress and ensure that tasks are transferred clearly when another person becomes responsible.
Teamwork
Relevant knowledge should be shared. Employees are expected to support colleagues, avoid unnecessary internal competition and work toward the best overall result for Rico.
Professional judgement
Employees should consider how their words, actions and decisions may affect colleagues, customers, Rico’s reputation and the company’s commercial interests.
Clear communication saves time and prevents mistakes
Use email for formal information and documentation, Teams for active collaboration and telephone contact when a matter requires immediate clarification.
Messages should explain the issue, required action, responsible person and relevant deadline.
Important customer and internal messages should be acknowledged even when a complete answer is not yet available.
Important decisions, changes, approvals and commitments should be documented in an appropriate company system.
Include only people who need the information or are expected to act on it.
Check recipients, attachments and permissions before sending commercial, technical or personal information.
Behaviour that does not belong at Rico
Company interests must come first
Employees must disclose personal, financial or family interests that could influence, or appear to influence, a business decision. External work or business activity must not conflict with Rico’s interests or the employee’s responsibilities.
Avoid improper influence
Employees must not request or accept gifts, payments, discounts or other benefits that could influence a decision or create an obligation. Modest customary hospitality may be accepted where appropriate and transparent.
Protect company and customer information
Commercial, technical, personal and customer information must only be shared with authorised people who need it for legitimate work purposes. Confidentiality continues after employment ends.
Employees who experience or observe serious misconduct, harassment, conflicts of interest, unsafe behaviour or other significant concerns should report the matter to their immediate manager. If the manager is involved or it is not appropriate to report to that person, the concern should be raised with another manager, the CEO or the company’s designated reporting channel.
Company systems
are for work
Computers, accounts, software and company data are business tools and must be protected accordingly.
Every employee is responsible for handling company equipment, access credentials and digital information carefully. Good digital routines protect Rico, our customers and the employee from unnecessary risk.
Use company equipment only for company work.
Company computers, mobile devices, email accounts, Microsoft 365 services, software licences and other systems are provided to support the employee’s work for Rico System.
Company equipment
Equipment supplied by Rico remains company property and must be handled carefully.
- Use computers, phones and accessories for work-related purposes.
- Protect equipment from loss, theft, damage and unauthorised use.
- Do not lend company equipment to family members or other people.
- Report lost, stolen or damaged equipment immediately.
Approved software
Only software and services approved by Rico may be installed or used for company work.
- Do not install unauthorised programs, browser extensions or applications.
- Do not disable security software, updates or device management.
- Contact the responsible manager or IT provider when new software is required.
- Company licences must not be used for private or external business activity.
Passwords and access
Accounts and access rights are personal and must not be shared with colleagues or external parties.
- Never share passwords, access codes or authentication prompts.
- Use multi-factor authentication where available.
- Lock the computer whenever it is left unattended.
- Report suspicious login activity immediately.
Storage and sharing
Company files must be stored in approved company systems so that they remain secure and available.
- Use approved Microsoft 365, OneDrive, SharePoint or company systems.
- Do not store company data in private cloud accounts.
- Do not forward company files to private email addresses.
- Check sharing permissions before sending links or documents.
Email and messages
Company email and messaging accounts must be used professionally and with appropriate care.
- Check recipients and attachments before sending.
- Be cautious with unexpected links, invoices and login requests.
- Do not send offensive, inappropriate or misleading content.
- Important decisions and approvals must be documented appropriately.
External access
Company systems must only be accessed through secure devices, networks and approved methods.
- Avoid unsecured public Wi-Fi for confidential work.
- Use company-approved remote access and security tools.
- Do not allow customers, friends or family to use company accounts.
- Take extra care when travelling or working outside Rico premises.
Keep company information inside company systems
Use company-managed Outlook, Teams, OneDrive and SharePoint accounts for communication and collaboration.
Use the company’s approved CRM, ERP, design, document and reporting systems for relevant work.
Important files should be stored where authorised colleagues can find and access them when needed.
Use clear file names, correct folders and appropriate version control to reduce errors and duplicate work.
Private and unauthorised use
Lost equipment, suspicious emails, accidental disclosure, malware warnings, unauthorised access and unexpected login requests must be reported immediately to the responsible manager and the company’s IT support provider. Do not wait until the next day.
Company accounts, equipment and information remain the property of Rico System. Where necessary for security, continuity, legal obligations or the protection of company interests, Rico may carry out appropriate access, security and compliance controls in accordance with company procedures and applicable privacy legislation.
Use AI
safely
Rico encourages responsible use of artificial intelligence where it improves quality, productivity and customer value.
AI tools can support employees with drafting, analysis, research, automation and idea development. They must, however, be used with professional judgement and without exposing confidential, personal or commercially sensitive information.
AI assists employees. It does not replace responsibility.
The employee remains responsible for the accuracy, quality, confidentiality and consequences of work created or supported by an AI tool.
Appropriate AI use
Approved AI tools may be used for suitable work where information-security requirements are respected.
- Drafting general emails, presentations and internal texts
- Summarising non-confidential information and meeting notes
- Generating ideas, structures and alternative formulations
- Supporting process improvement and approved automation
- Analysing information that is approved for use in the selected tool
- Translating or improving language in non-sensitive documents
- Creating first drafts that are reviewed by a responsible employee
AI must not be used carelessly
Employees must not expose company, customer or employee information through unauthorised AI services.
- Do not upload customer drawings, CAD files or production files
- Do not upload confidential pricing, margins or commercial terms
- Do not upload contracts, tenders or customer agreements without approval
- Do not upload personal data or employee information without an approved basis
- Do not use unauthorised AI tools for company work
- Do not allow AI to make final legal, financial or technical decisions
- Do not present unverified AI output as confirmed fact
Sensitive Rico information
CAD files, technical drawings, scans, measurements, specifications and customer-specific layouts.
Price lists, discounts, margins, purchase prices, forecasts and negotiation information.
Customer contracts, supplier terms, tender documents, legal correspondence and confidentiality agreements.
CVs, salary information, absence records, performance discussions and other personal information.
Manufacturing methods, material use, test results, product development and internal technical knowledge.
Budgets, acquisitions, expansion plans, internal reports, board material and unpublished company decisions.
Check before you use or share
Check names, dates, figures, technical claims and sources.
Confirm that the answer is appropriate for Rico, the customer and the specific situation.
Make sure the result does not reveal information that should remain internal or restricted.
The employee who sends, publishes or acts on the output remains responsible for it.
AI output must sound like Rico
Customer-facing content must be reviewed for accuracy, tone, professionalism and commercial commitments before it is sent.
Never rely on AI alone
Technical specifications, installation advice, load information and safety-related statements must be checked by a qualified employee.
Do not misrepresent the work
Employees must not claim that AI-generated or AI-supported information has been independently verified when it has not.
Is this tool approved? Is the information safe to upload? Am I able to verify the result before it is used? If the answer to any of these questions is no or uncertain, contact your manager before proceeding.
If confidential, personal or customer information is entered into an unauthorised AI service, the employee must immediately inform their manager and the company’s IT or information-security contact. Prompt reporting may reduce the consequences of the incident.
Protect what
makes Rico valuable
Customer data, technical files, pricing and company knowledge are important business assets.
Every employee is responsible for protecting information against loss, unauthorised access, accidental disclosure and misuse. Security is part of everyday work and applies whether information is stored digitally, printed, discussed verbally or viewed on a screen.
Share information only with people who need it.
Access to company and customer information must be based on legitimate work requirements. Employees should always consider who needs the information, where it should be stored and whether the selected sharing method is secure.
Information that requires protection
Security requirements apply to all company information, but some categories require particular care due to their technical, commercial or personal nature.
Technical drawings
CAD files, Inventor files, Vault content, vehicle scans, measurements, installation drawings and customer-specific layouts must only be stored and shared through approved systems.
Pricing and margins
Purchase prices, sales prices, discounts, margins, calculations, forecasts and negotiation information are confidential business information.
Customer information
Customer contacts, fleet information, vehicle lists, purchase history, contracts, tenders and project plans must only be accessed for legitimate business purposes.
Production information
Manufacturing files, CNC data, material specifications, testing information, production methods and supplier arrangements must be protected.
Personal data
Employee, applicant, customer and supplier personal data must be handled only for authorised purposes and in accordance with applicable privacy requirements.
Strategy and reports
Budgets, board material, internal reporting, expansion plans, business cases and unpublished management decisions must remain within authorised company channels.
Consider the sensitivity before sharing
Information approved for public websites, marketing, published price material or other external use.
General company information intended for employees and approved partners, but not for public distribution.
Commercial, technical, contractual or personal information that may cause harm if disclosed without authorisation.
Highly sensitive information limited to specifically authorised employees, managers or project participants.
Secure access and sharing
- Store company files in approved company systems.
- Give access only to people who need the information.
- Check recipients before sending emails or attachments.
- Review link permissions before sharing documents.
- Use password protection or secure transfer methods when required.
- Remove access when a project, role or business need ends.
- Lock screens and secure documents when leaving a workspace.
Unsafe information handling
- Sending company files to private email accounts.
- Using private cloud storage or personal USB devices.
- Sharing customer or technical information without approval.
- Leaving printed documents or unlocked screens unattended.
- Discussing confidential matters in public places.
- Reusing company information for private or external business.
- Keeping company copies after access or employment ends.
Phishing and suspicious messages
Criminals may imitate colleagues, managers, customers, banks or suppliers to obtain information or payments.
Protect screens, documents and visitors
Information security also applies to offices, workshops, vehicles, hotels, customer sites and home offices.
Report first. Investigate together.
Employees should not delay reporting because they are unsure whether an event is serious. Early reporting gives Rico the best opportunity to protect systems, customers and information.
Do not continue opening files, clicking links, sending information or using the affected system.
Inform the responsible manager and IT support immediately.
Keep relevant emails, screenshots, times and other details that may help the investigation.
Do not independently delete evidence, reset systems or contact affected parties unless instructed.
Lost devices, suspicious emails, accidental disclosure, unauthorised access, incorrect recipients, malware warnings, stolen documents and unusual system activity must be reported as soon as they are discovered.
Drive safely.
Represent Rico.
Every vehicle connected to Rico must be used safely, responsibly and professionally.
Demo vehicles, company vehicles and vehicles provided by dealers or partners are valuable business assets. The driver is responsible for the vehicle while it is in their care and must report damage, faults or incidents without delay.
Treat every vehicle as if it belongs to a customer.
Vehicles are visible representations of Rico System. They should be driven lawfully, kept presentable and returned in the same or better condition than when they were received.
Demo and dealer vehicles
Many Rico demo vehicles are provided temporarily by vehicle dealers, importers or other partners. Rico may not own the vehicle, even when it carries Rico products or branding.
The vehicle must be handled in accordance with the loan agreement, dealer instructions, insurance conditions and any mileage or usage restrictions.
Company vehicles
Company vehicles are provided for approved work-related activities. The driver must follow company procedures, keep appropriate documentation and ensure that the vehicle is available for operational needs.
Private use is only permitted where this has been expressly agreed and is covered by the applicable employment, tax and vehicle arrangement.
The driver is responsible while the vehicle is in use
Employees must never use a vehicle unless they are legally permitted, fit to drive and authorised to use that vehicle.
Valid authorisation
The driver must hold a valid driving licence for the vehicle category and comply with any company, insurance or dealer restrictions.
Safe driving
Traffic rules, speed limits, seat-belt requirements and local road regulations must always be followed. Driving style must reflect weather, load and road conditions.
Secure the load
Products, tools, samples, luggage and loose equipment must be secured before driving. Vehicle and product load limits must not be exceeded.
Protect the vehicle
Park carefully, lock the vehicle and protect keys, cards, equipment and documents from theft, loss and unauthorised use.
Report faults
Warning lights, tyre damage, unusual noises, mechanical problems or other safety concerns must be reported before continued use.
Protect Rico’s reputation
Branded and demo vehicles must be driven courteously. Aggressive, careless or inappropriate driving may damage customer relationships and Rico’s reputation.
A simple vehicle check
Check for visible damage, warning lights, tyre problems and missing equipment before departure.
Photograph and report damage that was present before the vehicle came into your care.
Remove waste and personal belongings and keep the passenger and cargo areas reasonably clean.
Return the vehicle to the agreed location with keys, cards, documents and equipment accounted for.
Report immediately
Employees must not conceal damage or wait until the vehicle is returned. Prompt reporting protects the driver, Rico and the vehicle owner.
Stop safely, secure the scene and contact emergency services where required.
Inform the responsible manager immediately, even when the damage appears minor.
Take photographs and collect relevant names, registration numbers, locations and contact information.
The responsible manager decides how insurance, repairs, the dealer or the vehicle owner should be handled.
Activities that are not accepted
Use approved payment methods
Fuel cards, charging cards and company payment solutions must only be used for the authorised vehicle and legitimate company travel. Receipts must be retained where required.
Choose reasonable options
Parking, toll and ferry costs related to approved business travel may be covered according to company procedure. Avoid unnecessary charges and penalties.
The driver remains responsible
Traffic fines, parking penalties and costs caused by unlawful or unauthorised use are normally the responsibility of the driver, subject to applicable local rules.
Damage, accidents, mechanical problems or lost equipment must be reported to the responsible manager immediately. The manager will decide the correct process with the dealer, owner, workshop, insurance company or other relevant party.
Travel with
purpose
Business travel should support clear company objectives and be planned with consideration for time, cost and safety.
Employees are expected to make responsible travel decisions, use approved booking and payment methods and provide accurate documentation for all expenses claimed from Rico System.
Spend company money as carefully as your own.
Travel and expenses must be reasonable, necessary and directly connected to legitimate Rico business. Employees should choose practical solutions that balance cost, time, safety and business value.
Confirm the purpose
Business travel must have a clear customer, operational, commercial, technical or company-related purpose.
Obtain approval
Travel and significant costs must be approved by the responsible manager before binding bookings are made.
Book responsibly
Choose reasonable transport, accommodation and timing based on the business need and total travel cost.
Submit documentation
Receipts, participants, purpose and required information must be submitted promptly after the expense is incurred.
Practical and cost-conscious choices
Economy class is the normal standard. Alternative arrangements require prior approval from the responsible manager.
Select safe, practical accommodation at a reasonable price and location in relation to the business activity.
Choose an appropriate vehicle category and follow insurance, fuel, charging and return requirements.
Train, public transport, taxi or shared travel should be considered where practical and cost-effective.
Legitimate business expenses
- Approved transport and accommodation
- Reasonable meals during approved business travel
- Necessary parking, road tolls, ferries and public transport
- Approved customer meetings and business hospitality
- Necessary communication, internet or work-related service costs
- Approved mileage when a private vehicle is used for business
- Other documented costs approved by the responsible manager
Costs Rico does not normally cover
- Private purchases, entertainment or personal services
- Costs for family members, partners or other private companions
- Minibar, films, spa treatments or other private hotel services
- Traffic fines, parking penalties or avoidable fees
- Unapproved upgrades, premium services or additional travel days
- Costs caused by private changes to approved travel plans
- Expenses without sufficient business purpose or documentation
No receipt means no complete expense claim
Submit a clear receipt showing the supplier, date, amount, currency and purchased goods or services.
Explain why the cost was necessary and which customer, project, meeting or business activity it relates to.
For customer meals or hospitality, identify the company, participants and business purpose.
Expense claims should be completed as soon as possible and within the applicable company or accounting deadline.
Mileage must be documented
Use of a private vehicle for company travel must be approved. The employee must document the date, route, purpose and distance. Reimbursement follows the applicable company and local tax rules.
Company cards are personal work tools
Company cards must only be used for approved business expenses. The cardholder remains responsible for documentation and must report loss, theft or suspicious transactions immediately.
Use approved methods where possible
Employees should use approved company payment solutions where available. Personal payment should only be used when practical and must be supported by complete documentation.
Professional, reasonable and transparent
Customer meals and hospitality must support a legitimate business relationship, meeting or company activity.
The cost and setting must be appropriate to the business purpose, participants and local circumstances.
Alcohol must never affect safety, professional behaviour, work performance or the company’s reputation.
Hospitality must not be used to obtain an improper advantage or influence a customer, supplier or public representative.
Consider travel time, rest, weather, local conditions and the employee’s ability to travel safely.
Keep computers, documents, phones and company property secured during transport and hotel stays.
Avoid confidential conversations and exposed screens in airports, trains, restaurants and other public places.
Significant delays, cancellations, safety concerns or unexpected changes should be communicated to the manager.
Allowances, mileage rates, travel time, tax treatment and documentation requirements are subject to applicable local legislation and company procedures. Employees should contact their manager or the responsible finance contact when uncertain.
Everyone goes
home safely
A safe and healthy working environment is a shared responsibility and an essential part of how Rico operates.
Employees must follow safety instructions, use equipment correctly and report unsafe conditions. No delivery, deadline or customer request is more important than protecting people from injury or harm.
Stop, think and make the work safe before continuing.
Employees must not continue work where there is a serious or immediate risk to themselves, colleagues, customers or other people. Unsafe conditions must be corrected or reported before the activity continues.
Rico’s responsibility
Rico will work to provide safe workplaces, suitable equipment, necessary training and clear safety procedures appropriate to the employee’s role and working environment.
Managers are responsible for addressing reported hazards, arranging necessary corrective actions and ensuring that employees understand relevant safety requirements.
Your responsibility
Employees must follow safety instructions, attend required training, use protective equipment and avoid actions that may create unnecessary risk.
Hazards, injuries, near misses, damaged equipment and unsafe behaviour must be reported promptly to the responsible manager.
Safe behaviour in every working environment
These principles apply in Rico workplaces, customer locations, warehouses, workshops, vehicles and temporary work areas.
Personal protective equipment
Required safety shoes, gloves, hearing protection, eye protection, high-visibility clothing and other PPE must be used correctly and kept in suitable condition.
Order and housekeeping
Floors, walkways, exits and working areas must be kept clear. Waste, packaging, tools and materials must be stored or removed to reduce slipping, tripping and fire risk.
Lifting and handling
Use appropriate lifting methods and available lifting aids. Heavy, unstable or awkward loads should not be handled alone when assistance or equipment is required.
Tools and machinery
Only trained and authorised employees may operate machinery or specialised equipment. Guards, emergency stops and other safety devices must never be removed or bypassed.
Chemicals and substances
Chemicals, adhesives, cleaning products and other substances must be used, labelled and stored according to instructions and applicable safety information.
Customer and external sites
Employees must follow both Rico requirements and the local safety rules that apply at customer, supplier, workshop and construction locations.
Prepare the task properly
Confirm the work method, responsibilities and expected result before beginning.
Identify traffic, unstable loads, sharp edges, electricity, moving equipment and other hazards.
Inspect tools, machinery, ladders and lifting equipment before use.
Select and use PPE appropriate to the task and location.
Authorised, trained and fit for use
Do not use machinery or specialised equipment unless you have received the necessary instruction or approval.
Check cables, guards, blades, batteries, emergency stops and visible condition before beginning work.
Damaged or unsafe tools must be taken out of service, clearly identified and reported.
Safety guards, sensors, interlocks and procedures must not be disabled to save time or simplify a task.
You may stop work that appears unsafe
Every employee has the right and responsibility to pause an activity where there is a reasonable concern that someone may be injured or exposed to serious risk.
Work should only resume when the risk has been assessed and appropriate safety measures have been agreed.Report, learn and prevent repetition
Incidents should be reported to protect people and improve working methods, not to assign unnecessary blame. Near misses are important because they show where a future injury may occur.
Stop the activity, secure the area and provide first aid or emergency assistance where necessary.
Report injuries, property damage, unsafe situations and near misses without unnecessary delay.
Document the location, time, people involved, photographs and relevant circumstances.
Cooperate with the investigation and follow agreed measures before similar work resumes.
Ergonomics and workload
Workstations, lifting methods, repetition and physical workload should be organised to reduce unnecessary strain. Employees should report discomfort before it develops into a more serious problem.
Respect and sustainable pressure
Rico aims to maintain a working environment based on respect, cooperation and reasonable workload. Bullying, harassment, intimidation and retaliation are not accepted.
Be able to work safely
Employees must not perform safety-sensitive work when impaired by alcohol, drugs, extreme fatigue, illness or medication that makes the work unsafe.
Contact the appropriate local emergency service when immediate medical, fire or police assistance is required. Then notify the responsible manager as soon as it is safe to do so. Employees should familiarise themselves with local alarms, exits, first-aid equipment and assembly points.
Health, safety, emergency and working-environment requirements are also governed by applicable local legislation, workplace procedures, customer-site instructions and role-specific training. Employees must follow the most protective applicable requirement.
Build well.
Waste less.
Sustainability at Rico begins with durable products, efficient use of materials and responsible decisions.
Every employee can contribute by reducing waste, protecting resources and considering the long-term consequences of product, purchasing, production, travel and workplace decisions.
Create more value from fewer resources.
Sustainable improvement does not depend on one department. It requires employees across engineering, sales, purchasing, production, logistics and administration to make thoughtful decisions and reduce unnecessary consumption.
Sustainability throughout the business
Rico should consider environmental impact when developing, producing, transporting, using and improving our products and working methods.
Product durability
Products should be designed and manufactured to perform reliably over time. Quality, repairability and replaceable components can extend useful product life and reduce unnecessary replacement.
Material efficiency
Design, nesting, cutting and production methods should aim to use raw materials efficiently while maintaining required quality, safety and product performance.
Efficient production
Better planning, standardisation and automation can reduce errors, rework, energy use, waiting time and unnecessary movement throughout the production process.
Smarter logistics
Transport should be planned to improve utilisation, consolidate deliveries where practical and reduce unnecessary journeys, urgent shipments and avoidable handling.
Responsible purchasing
Supplier, material and product decisions should consider quality, reliability, total cost, environmental impact and relevant legal or customer requirements.
Digital improvement
Digital tools should be used to reduce duplicate work, unnecessary printing, manual errors and inefficient movement of information between employees and partners.
Think beyond the first delivery
Product and process decisions should consider not only immediate cost, but also quality, lifespan, maintenance, material use and the opportunity for future improvement.
Develop practical, safe and durable solutions while considering standardisation and material efficiency.
Reduce errors, scrap, rework and unnecessary use of materials, energy and production time.
Deliver products that support efficient use of commercial vehicles and remain reliable throughout their working life.
Use customer feedback, production experience and data to improve future products and reduce recurring waste.
Reduce waste without reducing quality
Plan designs, cutting and production to reduce offcuts and avoid unnecessary consumption.
Check drawings, specifications and production files before material is processed.
Suitable offcuts, packaging and components should be reused when this is safe, practical and quality-compliant.
Wood, metal, plastic, cardboard, chemicals and general waste must be separated according to local procedures.
Everyday actions that matter
- Turn off equipment, lighting and heating when not required.
- Avoid unnecessary printing and duplicate physical documents.
- Sort waste according to local workplace procedures.
- Reuse suitable packaging and materials where appropriate.
- Plan meetings and travel to avoid unnecessary journeys.
- Report recurring waste, errors or inefficient processes.
- Suggest practical improvements to products and working methods.
Practices that should be challenged
- Ordering more material or equipment than reasonably required.
- Discarding usable items without considering reuse.
- Repeating work because information was not checked or shared.
- Using urgent transport because of avoidable late planning.
- Leaving machinery, lighting or heating running unnecessarily.
- Mixing recyclable or hazardous waste with general waste.
- Ignoring recurring waste because it is considered normal.
Consider total value
Purchasing decisions should consider suitability, quality, lifespan, supplier reliability and environmental performance, not only the lowest immediate price.
Plan before shipping
Good planning can reduce urgent freight, partial deliveries, excess packaging and unnecessary transport between suppliers, production locations and customers.
Travel when it creates value
Employees should consider whether a physical journey is necessary and combine meetings or activities where this provides an effective business solution.
Claims must be accurate and supportable
Employees must not make environmental claims about Rico, our products, materials or suppliers unless the information is accurate, documented and approved for external use.
Avoid broad or misleading claims such as “environmentally friendly”, “carbon neutral” or “fully sustainable” unless Rico has approved evidence supporting the exact statement.Employees who identify material waste, unnecessary transport, excessive energy use, poor sorting or inefficient processes should raise the matter with their manager or the responsible process owner. Small improvements across the organisation can create significant long-term results.
Waste handling, chemical disposal, transport, packaging, environmental reporting and supplier requirements may be governed by local legislation, customer requirements and workplace procedures. Mandatory requirements take precedence wherever they apply.
One Rico.
Local rules.
Rico has shared standards across the organisation, but employment rules may differ between countries.
Local legislation, individual employment agreements, collective agreements and approved country procedures may supplement or replace parts of this handbook. Employees should follow the rules that apply to their employing company and normal place of work.
Mandatory local law always takes precedence.
This handbook provides a common Rico framework. It does not remove or reduce mandatory rights and obligations under local legislation, collective agreements or individual employment contracts.
Understand which rule applies
Rules should be read together. Where two requirements differ, employees and managers must identify the legally and contractually correct arrangement before making a decision.
Mandatory local law
Statutory requirements that cannot legally be replaced by a company policy or individual agreement.
Collective agreements
Applicable collective or sector agreements may establish additional rights, obligations or local procedures.
Employment agreement
Individual terms may define salary, role, benefits, working location and other employment conditions.
Rico policies
This handbook and approved local procedures establish the company’s common expectations and working standards.
Employees in Norway
Employees employed by the Norwegian organisation are subject to Norwegian employment, holiday, working-environment, sickness and privacy requirements.
- Working hours, overtime and rest periods follow the applicable Norwegian rules and the employee’s employment agreement.
- Holiday, holiday pay and absence are administered according to Norwegian requirements and Rico procedures.
- Sick leave must be reported according to the Rico procedure and documented as required locally.
- Statutory and agreed leave rights apply according to the employee’s circumstances.
- Rico’s Norwegian holiday arrangement includes 1 May and 17 May in addition to the shared company arrangements.
Employees in Denmark
Employees employed by the Danish organisation are subject to Danish employment rules, their individual agreement and the approved local procedures for the Danish workplace.
- Working hours, absence, notice periods and employment conditions follow the applicable Danish arrangement.
- Holiday and holiday-payment administration follow the local employment and payroll procedure.
- Sick leave must be reported according to the Rico procedure and any additional Danish documentation requirements.
- Local tax, pension and benefit arrangements are administered according to the applicable employment terms.
- Rico Denmark observes Constitution Day on 5 June according to the approved local company arrangement.
Employees in new markets
As Rico expands, employees may be employed in countries not specifically described in this handbook. Local rules must be confirmed before employment arrangements are applied.
- A local employment agreement or country addendum should identify the employing company and applicable law.
- Local working hours, holiday, sickness, pension and payroll procedures must be documented.
- Mandatory public holidays and leave rights follow the applicable country rules.
- Local privacy, health and safety and employee-representation requirements must be respected.
- The common Rico standards apply unless they conflict with mandatory local requirements.
Shared framework with local additions
Applicable Norwegian public holidays are observed, including Rico’s local arrangements for 1 May and 17 May.
Applicable Danish holiday arrangements are observed, including Rico Denmark’s local arrangement for 5 June.
Employees must follow the approved holiday calendar for their employing company and workplace.
Managers must plan staffing, customer support and deadlines around local holidays and absence periods.
Hours, overtime and rest
Local legislation or agreements may regulate maximum working hours, overtime approval, compensation, rest periods, time registration and work performed during evenings, weekends or public holidays.
Rights may differ locally
Holiday, sickness, parental leave, care leave, compassionate leave and other absence rights may differ between countries and must be administered according to the applicable local rules.
Local administration applies
Tax deductions, pension, insurance, holiday payment, allowances, mileage rates and employee benefits are subject to local payroll, tax and employment arrangements.
Personal data must be protected
Employee information must be collected, accessed, stored and deleted according to applicable privacy legislation and Rico’s approved data-handling procedures.
Follow local workplace requirements
Risk assessments, training, employee participation, reporting duties and workplace documentation may be governed by country-specific requirements.
Local procedures must be followed
Notice periods, consultation, documentation, final payment and termination procedures must comply with applicable local law and the individual employment agreement.
Clarify before acting
Employees and managers should not make assumptions about another country’s employment rules. Questions should be clarified before commitments or decisions are made.
Confirm which Rico legal entity employs the person and where the normal workplace is located.
Check the individual employment agreement and any approved country addendum or local procedure.
Contact the manager, payroll, HR adviser or management before confirming an uncertain arrangement.
Important interpretations, approvals and exceptions should be recorded in the appropriate company system.
Keep employment details updated
Inform the company when relevant personal or emergency contact information changes.
Changes affecting salary payment or payroll administration must be communicated through the approved process.
Employees must maintain any legally required permission to work in the applicable country.
Regular work from another country must be approved in advance because it may affect tax, insurance and employment obligations.
Questions concerning working time, holiday, absence, salary, benefits, tax, privacy, workplace safety or termination should be raised with the responsible manager or company contact before an employee is given a binding answer.
Country rules and employment arrangements may change over time. Rico may update local procedures and country addenda when required. Mandatory legislation, valid collective agreements and individual contractual rights take precedence where applicable.
One Rico.
Local rules.
Rico has shared standards across the organisation, but employment rules may differ between countries.
Local legislation, individual employment agreements, collective agreements and approved country procedures may supplement or replace parts of this handbook. Employees should follow the rules that apply to their employing company and normal place of work.
Mandatory local law always takes precedence.
This handbook provides a common Rico framework. It does not remove or reduce mandatory rights and obligations under local legislation, collective agreements or individual employment contracts.
Understand which rule applies
Rules should be read together. Where two requirements differ, employees and managers must identify the legally and contractually correct arrangement before making a decision.
Mandatory local law
Statutory requirements that cannot legally be replaced by a company policy or individual agreement.
Collective agreements
Applicable collective or sector agreements may establish additional rights, obligations or local procedures.
Employment agreement
Individual terms may define salary, role, benefits, working location and other employment conditions.
Rico policies
This handbook and approved local procedures establish the company’s common expectations and working standards.
Employees in Norway
Employees employed by the Norwegian organisation are subject to Norwegian employment, holiday, working-environment, sickness and privacy requirements.
- Working hours, overtime and rest periods follow the applicable Norwegian rules and the employee’s employment agreement.
- Holiday, holiday pay and absence are administered according to Norwegian requirements and Rico procedures.
- Sick leave must be reported according to the Rico procedure and documented as required locally.
- Statutory and agreed leave rights apply according to the employee’s circumstances.
- Rico’s Norwegian holiday arrangement includes 1 May and 17 May in addition to the shared company arrangements.
Employees in Denmark
Employees employed by the Danish organisation are subject to Danish employment rules, their individual agreement and the approved local procedures for the Danish workplace.
- Working hours, absence, notice periods and employment conditions follow the applicable Danish arrangement.
- Holiday and holiday-payment administration follow the local employment and payroll procedure.
- Sick leave must be reported according to the Rico procedure and any additional Danish documentation requirements.
- Local tax, pension and benefit arrangements are administered according to the applicable employment terms.
- Rico Denmark observes Constitution Day on 5 June according to the approved local company arrangement.
Employees in new markets
As Rico expands, employees may be employed in countries not specifically described in this handbook. Local rules must be confirmed before employment arrangements are applied.
- A local employment agreement or country addendum should identify the employing company and applicable law.
- Local working hours, holiday, sickness, pension and payroll procedures must be documented.
- Mandatory public holidays and leave rights follow the applicable country rules.
- Local privacy, health and safety and employee-representation requirements must be respected.
- The common Rico standards apply unless they conflict with mandatory local requirements.
Shared framework with local additions
Applicable Norwegian public holidays are observed, including Rico’s local arrangements for 1 May and 17 May.
Applicable Danish holiday arrangements are observed, including Rico Denmark’s local arrangement for 5 June.
Employees must follow the approved holiday calendar for their employing company and workplace.
Managers must plan staffing, customer support and deadlines around local holidays and absence periods.
Hours, overtime and rest
Local legislation or agreements may regulate maximum working hours, overtime approval, compensation, rest periods, time registration and work performed during evenings, weekends or public holidays.
Rights may differ locally
Holiday, sickness, parental leave, care leave, compassionate leave and other absence rights may differ between countries and must be administered according to the applicable local rules.
Local administration applies
Tax deductions, pension, insurance, holiday payment, allowances, mileage rates and employee benefits are subject to local payroll, tax and employment arrangements.
Personal data must be protected
Employee information must be collected, accessed, stored and deleted according to applicable privacy legislation and Rico’s approved data-handling procedures.
Follow local workplace requirements
Risk assessments, training, employee participation, reporting duties and workplace documentation may be governed by country-specific requirements.
Local procedures must be followed
Notice periods, consultation, documentation, final payment and termination procedures must comply with applicable local law and the individual employment agreement.
Clarify before acting
Employees and managers should not make assumptions about another country’s employment rules. Questions should be clarified before commitments or decisions are made.
Confirm which Rico legal entity employs the person and where the normal workplace is located.
Check the individual employment agreement and any approved country addendum or local procedure.
Contact the manager, payroll, HR adviser or management before confirming an uncertain arrangement.
Important interpretations, approvals and exceptions should be recorded in the appropriate company system.
Keep employment details updated
Inform the company when relevant personal or emergency contact information changes.
Changes affecting salary payment or payroll administration must be communicated through the approved process.
Employees must maintain any legally required permission to work in the applicable country.
Regular work from another country must be approved in advance because it may affect tax, insurance and employment obligations.
Questions concerning working time, holiday, absence, salary, benefits, tax, privacy, workplace safety or termination should be raised with the responsible manager or company contact before an employee is given a binding answer.
Country rules and employment arrangements may change over time. Rico may update local procedures and country addenda when required. Mandatory legislation, valid collective agreements and individual contractual rights take precedence where applicable.
A professional
transition
Employment may end, but responsibilities must be completed properly and company interests must remain protected.
A structured offboarding process protects customers, colleagues, information and business continuity. Employees are expected to cooperate with handover, return company property and complete required administrative tasks before their employment ends.
Leave responsibilities, information and equipment in order.
The employee and manager should agree a clear plan for the remaining employment period. Customer matters, projects, documents, access and equipment must be transferred or closed in a controlled and professional way.
Four parts of a responsible departure
The exact process may differ according to the role, reason for departure, local requirements and the employee’s access to customers, systems and company assets.
Agree the plan
Confirm the final working period, responsibilities, communication plan, handover priorities and practical arrangements with the manager.
Transfer the work
Provide colleagues with the documents, status, contacts and information required to continue relevant projects and customer relationships.
Return company assets
Return equipment, vehicles, keys, access cards, tools, documents and all other company property by the agreed deadline.
Close access and administration
Accounts, permissions, expenses, payroll information and other administrative matters must be completed through the approved process.
Make it possible for others to continue
Document active opportunities, commitments, concerns, contacts and agreed next steps.
Explain progress, deadlines, decisions, open tasks, risks and responsible participants.
Store relevant files in approved shared company locations using clear names and folder structures.
Transfer recurring routines, supplier information, system knowledge and other role-specific details.
Everything belonging to Rico must be returned
Company property must be returned in the agreed condition and at the agreed place. Missing, damaged or unavailable items must be reported before the final working day.
Laptop, computer, monitors, mobile phone, chargers, docking equipment and accessories.
Keys, access cards, alarm devices, identification cards and security tokens.
Tools, batteries, chargers, samples, workwear, PPE and product equipment.
Company or demo vehicles, keys, cards, documents, fuel cards and charging equipment.
Prepare company information for handover
- Store business files in approved company locations.
- Transfer ownership of relevant documents and shared folders.
- Complete or clearly document open tasks and commitments.
- Remove private files and personal accounts from company equipment.
- Do not delete business records, emails or project information.
- Do not forward company information to a private email address.
- Do not retain copies of company or customer information.
Access may be changed or disabled
- System access may be adjusted during the notice period.
- Accounts may be disabled on or before the final working day.
- Email and files may be transferred for business continuity.
- Company devices may be remotely secured or managed.
- Shared passwords, cards and access rights must be replaced where needed.
- Customer and supplier access may be removed or transferred.
- Security controls will follow applicable company and privacy procedures.
Confidentiality continues after employment
Employees must continue to protect confidential company, customer, supplier, technical, commercial and personal information after their employment has ended.
Company files, drawings, customer data, pricing, contracts, production information, passwords, business plans and other protected information must not be copied, retained, disclosed or used for another employer or private activity.Communication must be coordinated
The manager decides how customers, suppliers and partners are informed about the departure and who will become the new responsible contact.
Do not represent Rico after leaving
Former employees must not present themselves as authorised Rico representatives. Professional profiles should be updated within a reasonable period.
Use the approved company contact
Employment confirmation, references and formal statements should be handled by the responsible manager or other authorised company representative.
Complete outstanding matters
Submit outstanding expenses, receipts and card documentation within the agreed deadline.
Final salary, holiday arrangements and other payments are handled according to local law and the employment agreement.
Provide current private contact and bank details where required for final administration.
Complete requested forms, confirmations and other offboarding documentation before departure.
Before the employment ends
Open tasks, customers, projects and responsibilities have been transferred.
Relevant documents and information are available in approved company systems.
Equipment, keys, cards, tools, vehicles and documents have been accounted for.
Expenses, forms, contact information and other final matters have been submitted.
Employees must not delete emails, files, drawings, customer information or other business records before leaving. Information required for Rico’s operations must remain available to the company and be transferred through the agreed process.
Notice periods, working duties during the notice period, access restrictions, final salary, holiday settlement, documentation and termination procedures are subject to applicable local legislation, contractual terms and the circumstances of the individual departure.
Shared standards.
Personal responsibility.
The handbook describes how we work together, protect the company and represent Rico System.
Every employee is expected to understand the policies relevant to their role, follow approved procedures and ask for guidance when a requirement is unclear.
Good policies only create value when we follow them.
The handbook is a practical framework for professional behaviour, responsible decisions and consistent working methods throughout Rico.
Review the current Rico System Employee Handbook before submitting the acknowledgement.
Make sure you understand the policies and standards relevant to your position.
Contact your manager before confirming if any part of the handbook requires clarification.
Sign in with your Rico Microsoft account and submit the acknowledgement.
Confirm that you have read and understood the handbook
You do not need to enter your name, email address, position, date or signature manually.
Microsoft Forms identifies you through your Rico Microsoft 365 account and records the submission according to the form settings.
I confirm that I have received access to, read and understood the Rico System Employee Handbook. I understand that I am responsible for following the policies, procedures and standards relevant to my role, and that I should contact my manager when I require clarification or guidance.
The secure Microsoft form contains one required confirmation. Sign in with your Rico account, select “I confirm” and submit.
It does not replace the employee’s employment agreement or remove mandatory rights under applicable legislation, collective agreements or individual contractual terms.
The first complete edition of the Rico System Employee Handbook.
Employees should use the latest version made available by Rico.
The handbook is intended for employees and authorised company use.
Thank you for being part of Rico.
Our company is built through the decisions, effort and professionalism of the people who work here. Together, we continue to improve Rico for our customers, colleagues and future markets.
Rico may request a new acknowledgement when significant changes are made to the handbook. Mandatory legislation, valid collective agreements and individual contractual rights take precedence where applicable.